How Do I Get an AI Agent to Draft a Meeting Agenda and Follow-Up?
The agenda goes in a Google Doc before the meeting. The action items come from your email after it. The follow-up waits as a draft until you've read it.
Give your AI agent access to your calendar, your email and Google Docs. Tell it what goes in your agendas, and ask it to look through your email for action items and write the follow-up as a draft. You read the draft and you send it.
If you run meetings, you write two documents each time: the agenda before and the recap after. Both start from the same places, your calendar and your inbox. That's the job to hand over, and the part to keep is the send button.
For walking into someone else's meeting, see How Do I Prep for a Meeting With an AI Agent?. The rest here is for the meetings you run.
What does the AI agent need to reach?
When I explained how an AI agent moves from one step to the next, I used this pair: it checks the calendar, it checks email, and it creates an agenda for the meeting or sends a follow-up recap. I said it can only do that with access to systems (26:39). I have my chief of staff AI agent review my calendar and help me decide which meetings need more prep and which need follow-up actions (30:04).
In my setup video I turned on Google Calendar, Gmail and Docs for my meeting prep AI agent. I told it that for a follow-up meeting, I want it to tell me about any action items or new items to discuss, and I said that means it should probably have access to email. For the agenda, I give it Docs:
From my setup video. Also, if I'm creating an agenda, I probably give it access to Google Docs.
Your AI agent asks for permission before it can use each system, as I said in the video. Which Connectors Does an AI Agent Need? covers what each one gives it.
How do I set up the agenda?
I wrote my meeting prep instructions as a list of what I like to know: who I'm meeting, the topic, their company, their bio. The same shape works for an agenda. List what you want on yours.
- 01
Turn on the calendar connector and the Google Docs connector.
- 02
In the instructions, say what an agenda holds for you.
- 03
Ask for the agenda in a Doc.
Example, replace with yours: "Before each meeting on my calendar that I'm running, create an agenda in a Google Doc. Put the purpose first, then the topics in the order we'll take them, then who owns each one."
How do I set up the follow-up?
After the meeting, the work sits in your email: the thread the meeting came from, and whatever people sent afterward. That's why I gave the AI agent email access for follow-ups. I want it to help with the next step, and I put it this way in the video:
From my setup video. If there's an action item, I want my agent to be smart and help me formulate a draft.
A draft is the point. The file on the session page tells the AI agent to keep a draft short and clear, to lead with what the other person needs to know, and, when a reply needs my decision first, to say so and not write one that pretends I've made it.
The same file saves each reply as a Gmail draft and says it's never sent until the words "send it" come in that exact turn. How Do I Make an AI Agent Wait for My Go-Ahead Before It Sends Anything? covers that rule.
Example, replace with yours: "After a meeting I ran, look through my email for action items and new topics from that meeting. Write the follow-up as a draft. Don't send it."
What goes wrong
A recap that goes out unread. The file on the session page tells the AI agent to keep every reply a draft, so the follow-up waits until you've read it. That's a written rule. The setting that restricts sending is under tool management (44:19).
A draft that acts as if you've already decided. The file tells the AI agent to say when a reply needs your decision first and not to write one that pretends it's made.
Access you didn't mean to give. In the settings I showed where you can give permission or restrict access to sending emails, creating drafts and forwarding (44:19). How Do I Control What an AI Agent Can Do in Gmail? walks through that screen.
What the recording doesn't show: an agenda written into a Google Doc, or a follow-up drafted from an email. I named the connectors and the instruction. I didn't run this routine on screen.
Where this comes from
This article grows from the session I taught live with Women Applying AI on October 7, 2026, and from my published setup video on YouTube, whose captions were pulled on October 31, 2026. The quoted passages are my own words, taken verbatim from the recording and the video. The passage marked as from the file on the session page comes from the files published with that session. The steps, tables and checklists around them were drafted by my team's AI agents from those words and my published pages, and checked against the recording before publishing.
Build Your First AI Agent in One Hour: the full session with the clips, the prompts and the transcript. The files are on the session page.
Related reading: Which Connectors Does an AI Agent Need?, How Do I Control What an AI Agent Can Do in Gmail?, and How Do I Prep for a Meeting With an AI Agent?.
Frequently asked questions
Which connectors does an agenda and follow-up routine need?
The calendar, email and Google Docs. I said the calendar for the meeting, email for action items, and Docs for the agenda.
Does the AI agent send the follow-up?
In the file on the session page, the AI agent is told to keep every reply a draft and not to send until the words "send it" come in that exact turn. That's a written rule; the setting that restricts sending is under tool management.
Can the AI agent write the agenda in a document?
In my setup video I said that if I'm creating an agenda, I probably give it access to Google Docs.
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